Choosing a package for this use case

Batty · ‎December 10, 2019

This is a summery of our use case. Please recommend the right package. Please don't refer me to the comparison table. I have been there.

1. UK registered charity

2. No payroll

3. Conservation Operations on the ground in Malawi.

4. Funding sources: volunteer programme, grants, teaching programmes.

5. No inventory needs.

6. Need to track costs in Malawi, mainly cash, some bank transfers. (Malawi Kwacha)

7. We have 4 bank accounts between UK and Malawi. two currencies GBP and Malawi Kwacha.

8. Need to manage alot of paper receipts and small expenses on the ground in Malawi.

9. No specific accountant.

10. Main users (only a few) in Malawi managing day to day expenses and cash advances. Additional support users and logging costs in UK and USA. (GBP and $)

11. Need costs segrigation by project, average 5, and we have a set of expense categories.

12. Internet, moderate bandwidth, connection is mostly available in Malawi though not 100% of the time.

13. Simple reporting to the chanrity commission twice annualy.

14. We have little money so need the minimum package.

Thanks for any recommendations.

CRA Malawi

AlexV · ‎December 10, 2019

We have 3 different versions for QuickBooks Online, Batty.

These are Simple Start, Essentials, and Plus. All of these are online-based software so you can access it anywhere, anytime. Though, there are features that aren't available in Simple Start and Essentials.

The first feature that is only available in Plus is the Project feature for your costs segregation by project. It also has a multi-currency feature to track your UK and USA costs. Using this version, you can add up to five users from different locations to manage your account.

There are lots of reports available in all three versions that you can pull up to see your business finances. You can sign up for a one month free trial to experience its benefits.

In addition, you can visit this page for additional articles to guide with setting up your QuickBooks Online account.

Getting Started for QuickBooks Online

Post again if you have more clarifications. Have a great day!

View solution in original post

AlexV · ‎December 10, 2019

We have 3 different versions for QuickBooks Online, Batty.

These are Simple Start, Essentials, and Plus. All of these are online-based software so you can access it anywhere, anytime. Though, there are features that aren't available in Simple Start and Essentials.

The first feature that is only available in Plus is the Project feature for your costs segregation by project. It also has a multi-currency feature to track your UK and USA costs. Using this version, you can add up to five users from different locations to manage your account.

There are lots of reports available in all three versions that you can pull up to see your business finances. You can sign up for a one month free trial to experience its benefits.

In addition, you can visit this page for additional articles to guide with setting up your QuickBooks Online account.

Getting Started for QuickBooks Online

Post again if you have more clarifications. Have a great day!

Batty · ‎December 27, 2019

Thanks for the reply. I decided to go for the Plus feature which seems to be what will meet our needs. I just tried to sign up and have another problem.

The Charity is based in England

The projects are based in Malawi

I am in Ecuador

My credit card to pay is a US card with US address

Which Quickbooks domain do I sign up at. I tried UK but US credit card won't work.

katherinejoyceO · ‎December 27, 2019

Hi there, @Batty.

I appreciate you for coming back to us for additional support. Since your credit card is US-based, I'd suggest you sign-up for the US version of QuickBooks.

Additionally, QuickBooks has a multicurrency feature in which you can record transactions in foreign currencies. You can turn it on and choose your home currency. Once turned on, it will be set as your default and you can no longer turn it off nor change it.

I'm adding some of our articles for your future reference. Read through:

Turn on and use multicurrency. It helps you learn about how it works and contains detailed steps from turning it on down to adding an account that uses a foreign currency.
Add transactions in a foreign currency. This is best if you have connected banks that use foreign currencies so you can add those transactions to your QuickBooks Online.

Stay in touch whenever you have additional questions. I’m always around here to make sure you’re taken care of. Have a great day ahead.

Fiat Lux - ASIA · ‎December 27, 2019

@Batty

There are two options:

First option

Explore and consider using QBO Global version for Malawi to comply with MRA.

https://quickbooks.grsm.io/Malawi

You may register it with your local address in Malawi and try using your US CC to subscribe it.

Should you need an accountant service to support your local team, consider this one.

https://botkeeper.grsm.io/quickbooks

For funding, you may consider this service to accept it in your local currency from abroad.

https://veem.grsm.io/veems

Second option

If your internet coverage is limited, consider using QuickBooks Desktop US version Premier edition for Non Profit. Then you may deploy a private cloud for mobile users to access the data file.

https://partners.myquickcloud.com/?pc=fiatlux

Just my 2 cents.

Batty · ‎December 27, 2019

Thanks for the suggestions.

In fact I did signup for a version while I was in Malawi and although paid for two months was unable to use it due to connection issues. Connectivity is an risk but less of a risk than running quickbooks locally without any local support in our organization so would like to go with the online version.

As for the Global or UK version (or US). We are a UK registered charity and do not have an MRA registration and operate free of Malawi taxes. We have no local employees and are 100% volunteer supported. Our local accounting needs are managing expenses for fuel, travel, food, facilities, consumables and other research equipment purchased locally. Funding is from UK donors and we have some UK costs (~20%).

We are required to report local and other costs to the UK charity commission bi-annualy. It is our hope that Quickbooks will simplify this process.

I think that it i'll be better to use the UK Quickbooks rather than US to simplify further credit card payments.

Assuming no MRA reporting is this still most appropriate.

Thanks

Rasa-LilaM · ‎December 27, 2019

Hello again, @Batty.

Thanks for adding more details about the issue. This gives me a better picture of how you run the business.

Since you’re required to report local and other costs to the UK charity commission, the mentioned version below will suit what the company needs. This is because the software has built-in features designed specifically for the region.

You can either select QuickBooks Online or QuickBooks Desktop to help track all transactions. For more in-depth information of the features available for each version, see the following links below:

Reach out to me if you have further questions or concerns. Please know the Community has your back and I’m here ready to help. Have a great rest of the day.

Fiat Lux - ASIA · ‎December 27, 2019

@Batty

I am agreed to Rasa-LilaM. It is better using QBO UK version than US version for your case.

https://quickbooks.grsm.io/UK

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